• Help: EasyChair: Contents
• FAQ: EasyChair: Frequently Asked Questions

Note: (some of) The URLs generated by EasyChair are unique to one user, so you can not share them with another user.

Not easychair things.

• [✓ td, 2018-01-19]Create Conference Web pages (@TiagoDevesas using Wordpress)
• Conference site: http://www.tpdl.eu/tpdl2018/

• [✓ jlopes, 2018-02-22]Tasks: Conferences schedule HELP
• [✓ jlopes, 2018-04-10]Milestones: PowerPoint chart HELP
• TPDL_DCMI_gantt: Drive spreadsheet

There is a conference management system called EasyChair which many of the academic conferences use to manage the submission to the conference, the reviewing of the submissions, and the selection of the papers to be included. It is tried and true, but it has one of the worst user interfaces you are likely to ever experience. This post is the result of my struggle to get it set up for an event. Agile Software Craftsmanship, Not-So-EasyChair Hints, jan 2014

Since our installation of EasyChair only supports uploading one paper with .pdf extension, please add the .pdf extension to the .zip file before uploading it. JCL, MCR, Camera-ready submission instructions, jun 2018 Better use the "Proceedings"!

• Easychair & conference workflow; Admin > Workflow

• [✓ jlopes, 2017-10-02]free license EasyChair > Apply for a new conference installation
• free license includes Springer LNCS proceedings, does not include helpdesk: licenses

• [✓ jlopes, 2017-10-25]apply for using registration
• Login page: https://easychair.org/conferences/?conf=tpdl2018

• acronym: TPDL2018
• [✓ jlopes, 2017-10-25]config easychair Admin > Configure
• [✓ jlopes, 2018-01-02]EasyChair and forwarding email addresses tpdl2018@easychair.org → jlopes@fe.up.pt, mcr@fe.up.pt
• [✓ jlopes, 2018-01-02]Contact email addresses tpdl2018@googlegroups.com
• [✓ jlopes, 2018-04-10]signature for letters ✘
• [✓ jlopes, 2018-01-02]TPDL 2017: Support > Conference Data Download ✘

• [✓ jlopes, 2017-10-25]create demoAdmin > Demo version
• https://easychair.org/conferences/demo.cgi?a=16560272

• [✓ jlopes, 2018-02-21]Send invites
• [✓ jlopes, 2018-04-10]Add invited to the conference Web pages

• [✓ jlopes, 2018-02-21]Add members PC -> Add New PC Members HELP
• [✓ jlopes, 2018-02-21]Send invite PC -> Send Email to PC Members
• PC status: PC -> Invitations to PC
• [✓ jlopes, 2018-02-21]Add your program committee list to the conference Web pages

• [✓ jlopes, 2018-01-02]Add CFP CFP
• [✓ jlopes, 2018-01-02]config and add 4 topics (CFP) Edit
• [✓ jlopes, 2018-01-19]Publish CFP (CFP) Publish
• [✓ mcr, 2018-01-19]Send out call for papers by email
• https://easychair.org/cfp/TPDL2018

• Conference Settings Overview: Admin > Configure > Overview settings
• [✓ jlopes, 2018-01-02]pre-submission of abstracts allowed? ✘
• [✓ jlopes, 2018-01-25]Submission topics Admin > Configure > Submission form
• [✓ jlopes, 2018-01-25]Configure submission form Admin > Configure > Submission form HELP
• [✓ jlopes, 2018-04-10]Add submission instructions to your conference Web pages
• [✓ jlopes, 2018-04-10]Configure rules for access of your PC to submissions Admin > Configure > Access to submissions
• [✓ jlopes, 2018-04-10]Configure settings of senior PC members Admin > Configure > Settings for senior PC members
• [✓ jlopes, 2018-01-25]Open the submission page (08/02/2018 15/02/2018) Admin > Configure > Paper submission
• Submission deletion: Submissions > Delete submission(s)
• Email to authors: Submissions > Email to Authors
• TPDL2018 List of Submissions: Submissions

• [✓ jlopes, 2018-04-10]EasyChair forwarding email addresses tpdl2018@easychair.org → jlopes@fe.up.pt, mcr@fe.up.pt, emendez@bib.uc3m.es, fabio.crestani@usi.ch
• [✓ jlopes, 2018-04-10]Choose your reviewing model Admin > Configure > Reviewing
• [✓ mcr, 2018-04-16]Close the submission page (08/04/2018 16/04/2018) Admin > Configure > Paper submission
• [✓ mcr, 2018-04-16]Send email to reviewers without topics (ASAP) PC > Topics > Email PC members with no topics
• [✓ mcr, 2018-04-16]Open paper bidding when all submissions arrived (16/04/2018)Admin > Configure > Paper bidding and assignment (enabled = "on")
• View paper bidding: View bids
• [✓ jlopes, 2018-04-23]Find conflicts of interest PC > View PC > Find conflicts OR Assignment > Automatic Assignment> Potential Conflicts
• [✓ jlopes, 2018-04-23]Review the PC conflicts PC > View PC
• [✓ jlopes, 2018-04-18]Send email on paper bidding not yet done Assignment > Automatic Assignment > "send reminder..."
• [✓ jlopes, 2018-04-23]Close paper bidding Admin > Configure > Paper bidding and assignment (enabled = "off")
• Enter bids for reviewers without biddings Assignment > Automatic Assignment > "enter bids for these..." ✘
• [✓ jlopes, 2018-04-23]Set assignment exceptions for PC Members Assignment > Individual Assignment Bounds for PC Members
• [✓ jlopes, 2018-04-23]Assign submissions to your program committee for reviewing Assignment > Automatic Assignment HELP
• [✓ jlopes, 2018-05-02]Tune the assignment to PC members Assignment > Interactive Assignment HELP
• [✓ jlopes, 2018-04-11]Edit the review form Admin > Configure > Reviewing
• [✓ jlopes, 2018-04-23]Configure reviewing-related options Admin > Configure > Reviewing
• [✓ jlopes, 2018-05-02]Start reviewing (09/04/2018 28/04/2018)Admin > Configure > Reviewing (enter reviews = "yes")
• [✓ jlopes, 2018-05-02]Notify PC Members Assignment > Send to PC
• [✓ jlopes, 2018-05-02]Notify Senior PC Members Assignment > Send to PC
• Current Status of Reviewing: Status
• [✓ jlopes, 2018-06-05]Notify Missing Reviews and Metareviews Reviews > Missing reviews
• [✓ jlopes, 2018-06-07]Close reviewing Admin > Configure > Reviewing (enter reviews = "no")
• [✓ jlopes, 2018-07-04]Send the PC a thank you email Email > Email to PC

• Conference Statistics: Admin > Statistics
• [✓ jlopes, 2018-06-05]Edit config decisions Admin > Configure > Reviewing
• [✓ jlopes, 2018-06-05]Change decisions Status > Current Status of Reviewing > Change decisions
• [✓ jlopes, 2018-06-05]Program committee discussion
• Open the review response (rebuttal) phase Admin > Configure > Review response period (start|stop) ✘
• [✓ jlopes, 2018-06-05]Make final decisions about submissions
• [✓ jlopes, 2018-06-06]Close reviewing Admin > Configure > Reviewing (enter reviews = "no")
• [✓ jlopes, 2018-06-05]Send notifications and/or reviews to the authors (02/06/2018) Reviews > Send to authors
• Camera-ready submission done in TPDL2018:
  • [✓ jlopes, 2018-06-07]Change submission form Admin > Configure > Paper submission (The submission page is = open for updates of previously submitted papers)
  • [✓ jlopes, 2018-06-07]Open submission page Admin > Configure > Submission form File upload fields in the submission form
• Camera-ready using EasyChair: View demo version? And read "Next TPDL" below!
  • Add new proceedings to put together all submitted files in the format required TPDL2018 > Create proceedings
  • Add papers and send email to authors Proceedings > Add Papers (email authors with LNCS instructions)
• [✓ jlopes, 2018-09-11]Publish the list of accepted papers in the TPDL site
• List of accepted papers: TPDL2018 Accepted Papers

• Statistics by Topic Admin > Statistics > Statistics by Topic
• Create conference program Admin > Create program HELP
• [✓ jlopes, 2018-06-22]Create conference program Drive spreadsheet
• [✓ jlopes, 2018-09-11]Publish conference program in the TPDL site
• [✓ jlopes, 2018-06-05]Open conference registration in the TPDL site
• Send out call for participation

• LNCS 11057
• [✓ jlopes, 2018-07-04]Disable submission updates Admin > Configure > Paper submission
• [✓ jlopes, 2018-07-05]Collect final version of accepted papers
• Close conference in EasyChair.
• [✓ jlopes, 2018-07-20]Make conference proceedings (see SV checklist bellow)
• How to prepare the proceedings: http://ens.ewi.tudelft.nl/~galuzzi/Proceedings_Preparation.html

Here is a checklist of everything we require from the volume editor [TPDL2018.zip]:

• [✓ jlopes, 2018-07-20]Preface and Organization pages: source and PDF file. [tpdl2018.pdf] [Proceedings.zip]
• [✓ jlopes, 2018-07-20]Table of contents (incl. topical headings): any type of electronic version. [tpdl2018.pdf] [Proceedings.zip]
• [✓ jlopes, 2018-07-20]Papers: sources (incl. bib files and images) and PDF files of each contribution grouped in a directory, labeled using the volume number and the starting page of the paper. [CameraReady.zip]
• [✓ jlopes, 2018-07-20]Copyright forms: one for each paper, signed by the corresponding author. [CameraReady.zip]
• A list of the authors’ names that are not straight forward (Given Name; Family Name). [?]
• [✓ jlopes, 2018-07-20]Title: suggestion for the main title and for the subtitle, where applicable. [tpdl2018.pdf] [Proceedings.zip]
• [✓ jlopes, 2018-07-20]Conference logo: for inclusion on the cover (where applicable). [tpdl-logo.tif]
• [✓ jlopes, 2018-09-11]A completed production file, giving details on the names and affiliations of the volume editors, the title of the book, and the information required for our LOD portal. [Editors.gdoc]
• [✓ jlopes, 2018-07-20]List of email addresses of corresponding authors: one per paper. The list should include the starting page number of the paper, so that it is clear which email address belongs to which paper. [Authors.gdoc]
• [✓ jlopes, 2018-07-20]Estimate of the number and the format (online access, USBs, print, etc.) of proceedings copies required for distribution at the event. [1stReadme.gdoc]
• [✓ jlopes, 2018-07-20]Anything else you would particularly like to draw our attention to (specifics of delivery, billing procedure, etc.).

Cover Sponsors Preface Organization Toc & Author index

Status on 23/05/2018 15:28

• after paper acceptance initiate the "Procedings Environment"
• go with it and generate the LNCS proceedings file to sent to Speinger

• add invited authors

• list emails & send emails

• do some editing first

— Correia Lopes, 26/10/2017 11:45